Review and Send Soliven Collect

Soliven Collect is the daily worklist of money to chase: overdue invoices, contracts coming up for renewal, and customers who are not on autopay. Each card has a draft you can edit. Send Now emails that draft. Nothing goes out until you click it.

OpsVara turns Soliven Collect on for the company. Until then the tab is hidden. Company admins and office staff can open it. Anyone else sees Only company admins and office staff can open Soliven Collect.

Before you start

• All Customer Notifications is Enabled under SettingsCustomer Notifications. Master off stops every send below.
• The row for that kind of mail is on. Collections use Invoice delivery & past-due reminders. Renewals use Marketing email. Autopay uses Autopay setup invitation. Each needs its Email toggle on.
• A billing address customers can reply to, for renewal asks. Replies go to Billing / invoice email under SettingsCompany, or the account owner email when that field is empty.

Open the worklist

1. 1

   Open Soliven Collect

   Go to Office OpsSoliven Collect. The heading is Soliven Collect. The line under it is Daily ranked worklist — collections, renewals, and autopay conversions.

2. 2

   Read the tiles

   Recovered This Month is money from actions Collect actually sent and then won. Open Pipeline is what is still open or snoozed. Collections and Renewals at Risk split that pipeline. Autopay sits in the list and in the Category filter; it does not have its own tile.

3. 3

   Filter

   Status starts on Open. The other choices are Snoozed, Sent, Dismissed, Won, and Resolved on its own. Category is All Categories, Collections, Renewals, or Autopay. The list is ordered with the highest expected value first.

4. 4

   Open a card

   Each card shows a category badge (Collections, Renewals, or Autopay), the dollars at stake, and a one-line reason. A badge that says Generic draft — review before sending means the AI draft failed and a stock message is in its place. Expand the card to read AI-Drafted Message.

5. 5

   Edit, then send

   Click Edit to change the subject (Subject line) and the message, then Save Draft. Send Now uses the message on the card, including edits you have not saved yet. Snooze offers 3 days, 7 days, 14 days, or 30 days; the card returns to Open when that time has passed. Dismiss closes it without emailing and without counting it as recovered.

A company admin can click Run Scan Now. The notice is Scan queued. New actions usually appear within a minute — refreshing automatically. Office staff who are not admins do not see that button. The empty list says the daily scan creates new actions each morning.

What Send Now sends

The hint under the draft is the contract for that card. [CUSTOMER_NAME] becomes the contact's first name. Any other bracketed placeholder, such as [Your Name], blocks the send until you edit it out.

A collection card whose invoice is still Draft does not send the edited reminder. Send Now sends the invoice the usual way — see Send an Invoice. Clearing the subject or the body of a reminder uses the standard reminder wording for that part.

When Send Now refuses

The red banner is the reason. The card stays Open so you can fix it and send, unless the banner says the action is closed.

Won and Resolved on its own

Recovered This Month counts only Won. An action becomes Won when Collect sent it and the outcome then happened: the invoice was paid, the contract renewed, or the customer turned autopay on (from the setup link or from portal Billing). The badge reads Won and, when an amount was recorded, the dollars.

Resolved on its own means that outcome happened before Collect sent anything — a check or cash payment, a renewal the office did by hand, a customer who enrolled on their own, or an invoice that was voided, rejected, or deleted. The badge reads Resolved on its own. Hover text is Paid, renewed or enrolled before Collect sent anything, so it doesn't count as recovered. It is closed, and it is not in Recovered This Month.

The morning scan, and Run Scan Now, close those cards before they sit in Open waiting for a reminder you no longer need.

Verify it worked

Filter Status to Sent. The card shows Sent and a line Sent via the rail (invoice payment reminder, renewal outreach email, or autopay setup link) with the date. After the customer pays, renews, or enrolls, the same card moves to Won and Recovered This Month goes up by that amount. A card you never sent moves to Resolved on its own instead, and the recovered total does not change.